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Assignment and matching rules in HR

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Assignment and matching rules in HR

The base system uses the automatic case assignment feature to assign an HR case to an agent. It attempts to assign an agent with the least number of cases assigned, has the skills required by the case, and matches the location of the subject person.

Auto Assign business rule

HR Case has a business rule called Auto Assign that invokes matching rule logic. Auto Assign depends on the HR case state, assignment group is empty, and assigned to is empty.

When auto assignment is triggered, the matching rules logic obtains a list of agents. The number of agents returned is based on a parameter that specifies the length of the list. The default is one.

Matching Rules

HR assignment rules use the Resource Matching Engine [com.snc.matching_rule] plugin that is activated with the Human Resources Scoped App: Core [com.sn_hr_core] plugin. You can specify a table and a condition. The base system defaults to Assignment group is empty and Assigned to is not empty.

For HR cases that meet these conditions, the hr_AssignmentAPI script include is called to return a list of agents that are eligible for assignment. See Create or modify a matching rule.
Note: The base system provides matching rules for every COE table and HR task table.
Each HR table and task in the base system have two matching rules:
  • Agents by skills and country
  • Agents by skills
The higher priority (lower execution order) rule for each pair is the match by skills and country.
  • If this matching rule does not find eligible agents, then the condition of the lower priority rule is still true and attempts to match by skills alone.
  • If the higher priority rule finds an agent, the assigned to field is no longer empty and the secondary rule does not match.
  • Either the getAgentsByCountryAndSkillsOrderLeastLoaded or getAgentsBySkillOrderLeastLoaded in the hr_AssignmentAPI script include are called.

Assignment script includes

The hr_AssignmentAPI passes the call through to the hr_AssignmentUtil script include to reduce upgrade issues. Rather than update hr_AssignmentUtil, you can add to hr_AssignmentAPI or another customer script include.

The getAgentsByCountryAndSkillsOrderLeastLoaded or getAgentsBySkillOrderLeastLoaded in the hr_AssignmentAPI script include looks for the least ordered by country and skills.
  • These scripts also look at the agents in the assignment group.
  • They then look for agents that have the required skills for the case and are in the same country as the subject person.
  • The list of agents that are returned are sorted according to case assignment load defined as active cases of type HR case (or extension) or active HR tasks.
Auto assignment for HR tasks is slightly different than HR cases.
  • The list of possible agents for an HR task is generated like an HR case.
  • But, after ordering the list, the task is checked for a parent HR case and if the agent assigned is on the list.
  • If it is, the agent is placed at the top of the list ignoring case load.

If you have more than one HR department, you can remove the HR group assignment from the HR template and use assignment rules to assign the HR group. For example, if you have HR departments in both the U.S. and German offices, you can create an HR group for each office. You set up assignment rules to assign the HR group based on the location of the employee who submitted the HR case.

Required skills

If your organization is using HR skills to qualify HR case assignments, ensure that the assigned user or group members have the required skills. To determine whether skills are being used and assigned, check the following configuration options.
  • HR Administration > HR Services > HR Templates: Look at the template that corresponds to the assignment rule to see what skills, if any, are required.
  • HR Administration > Manage Roles > Manage HR Skills: Find the HR user assigned to the case and click the Skills: # button to see whether the required skill is assigned. If not, check the box to assign it, and click Save.

Refer to Use rules to route and assign customer service cases for more information on matching and assignment rules.

Create or modify an HR assignment rule

Assignment rules are used to assign the HR group when it is not assigned from the catalog item template. You can create HR assignment rules as needed.

Before you begin

Role required: sn_hr_core.admin

Procedure

  1. Navigate to HR Administration > Assignment Rules > HR Assignment Rules.
  2. Click New.
  3. Complete the form.
    Table 1. Assignment Rules form
    Field Description
    Name Descriptive name for the HR assignment rule.
    Execution Order Order in which the rule processes. Rules with lower-order numbers are processed first. If a rule is applied, the rules with a higher-order number are not processed.

    For example, an assignment rule with order 100 states to assign the case to a group with the specified skill.

    Assignment rule with order 200 states to assign the case to the group HR.

    If a group has the specified skill, then it is assigned. If not, then the second rule runs and assigns it to HR.

    Application Indicates core application scope the assignment rule applies to.
    Active Check box that specifies the rule is in use.
    Applies To
    Table Table with the records that the assignment rule applies to. Default is the HR Task [hr_task] table.
    Conditions Conditions in which the assignment rule applies.
    Assign To
    Applies To User to assign to the case when this rule is applied.
    Assign To Group to assign to the case when this rule is applied.
    Script
    Script Script to define advanced assignment rule functionality. Current.variable_pool set of variables is available.
    Note: Two example scripts are provided as a comment. You can modify either script or use the information as a starting point for your own script. Remove the examples when you are finished.
  4. Click Update.

What to do next

After creating the assignment rule, you can test it to verify that it works.

Test an assignment rule

You can test a new assignment rule to verify that it works as intended.

Before you begin

Role required: admin or hr_admin

Procedure

  1. Create a new HR case.
  2. Fill in the fields with data that matches the assignment rule conditions.
  3. Submit the HR case.
  4. Reopen the case and check that the correct assignment information was added.

What to do next

If the correct assignment information was not added, check to see whether you are using HR skills and if the user has the required skills.
Note: Assignment groups are assigned at the time an HR case is created from the HR case form. Once the State is changed to Ready, an agent is assigned. When an HR case is created from the Employee Service Center, an HR agent is assigned immediately.
  • HR Administration > HR Services > HR Templates: Look at the template that corresponds to the assignment rule to see what skills, if any, are required.
  • HR Administration > Manage Roles > Manage HR Skills: Find the HR user assigned to the case and click the Skills: # button to see whether the required skill is assigned. If not, check the box to assign it, and click Save.
After verifying that the necessary skills are assigned to the correct users, test the assignment rule again.

Create or modify a matching rule

You can add or modify a matching rule to assign HR cases to specific users or groups.

Before you begin

Role required: sn_hr_core.admin

Procedure

  1. Navigate to HR Administration > Assignment Rules > HR Matching Rules.
  2. Complete or edit the form.
    Table 2. Assignment Rules form
    Field Description
    Name Descriptive name for the HR matching rule.
    Execution Order Order in which the rule processes. Rules with lower-order numbers are processed first. If a rule is applied, the rules with a higher-order number are not processed.

    For example, a matching rule with order 100 states to assign the case to an agent with the specified skill.

    Matching rule with order 200 states to assign the case to the group HR.

    If a group has the specified skill, then it is assigned. If not, then the second rule runs and assigns it to HR.

    Application Indicates core application scope the assignment rule applies to.
    Active Check box that specifies the rule is in use.
    Applies To
    Table Table with the records that the assignment rule applies to. Default is the HR Task [hr_task] table.
    Conditions Conditions in which the assignment rule applies.
    Assign To
    Applies To User to assign to the case when this rule is applied.
    Assign To Group to assign to the case when this rule is applied.
    Script
    Script Script to define advanced assignment rule functionality. Current.variable_pool set of variables is available.
    Note: Two example scripts are provided as a comment. You can modify either script or use the information as a starting point for your own script. Remove the examples when you are finished.
  3. Submit the HR case.
  4. Reopen the case and check that the correct assignment information was added.
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